TLDR (Summary)
The best client management software is Plutio ($19/month).
Standalone client management stores names but does not track accounting relationships. Plutio client management connects to client projects, entities, and billing history... so returning clients feel recognized and past work informs new quotes.
You get complete client profiles, work history, communication logs, and what you're making versus what it costs per client. Clients access branded portals with their complete project and billing history.
TeamStage reports 36% of professional time goes to admin. Connected client histories reduce the context reconstruction time when clients return.
For additional strategies, read our client onboarding guide.
What is client management software for accountants?
Client management software is software that organizes client relationships by tracking contact information, work history, communication, documents, and billing in one searchable place.
The distinction matters: contact management stores names and emails, CRM tracks sales leads, and client management tracks ongoing service relationships. focused on you client management connects to proposals, client projects, and invoicing.
What accountant client management actually does
Core functions include storing client contact information and company details, maintaining a history of all client projects (tax prep, audits, bookkeeping), organizing communication and messages, tracking documents (proposals, contracts, invoices), and providing searchable access to relationship history. Advanced platforms add client portals for self-service access.
Sales CRM vs service client management
Sales CRMs like a CRM and Salesforce improve for lead conversion. They track prospects through a funnel and measure close rates. Service client management for accountants tracks what happens after the sale: ongoing projects, repeat work, relationship health, and lifetime value. Sales CRM needs versus service client management needs differ fundamentally.
What makes client management different
you have unique relationship patterns: clients return months or years later expecting you to remember their brand, projects have multiple phases requiring context between each, and relationships span multiple project types over time. Without client management that knows your work history, you rebuild context from scratch for every returning client.
When client management connects to client projects, proposals, and invoicing, relationship history becomes an asset. Past work informs future pricing, context is always available, and nothing is ever lost.
Why you need client management software
If you're managing growing client bases without proper tools lose context, damage relationships, and spend 2-3 hours weekly searching for information that should be immediately accessible.
The scattered information problem
You start with client information spread across tools: contact in phone, projects in task management, invoices in accounting software, communication in email. When a client calls, you can't fast see their complete picture. HBR research shows this costs knowledge workers 1-2 hours weekly managing fragmented information.
What breaks without client management
- Lost context: Repeat clients expect you to remember their preferences and history. Failing this damages relationships
- Missed follow-ups: Without proper tools, promising leads and past clients slip through cracks
- Inconsistent pricing: Past project details unavailable means pricing new work without historical reference
- Communication gaps: Messages scattered across email, text, and calls. History impossible to reconstruct
- Relationship blindness: Can't identify best clients, at-risk relationships, or expansion opportunities
The returning client advantage
Returning clients cost less to acquire than new ones. But only if you maintain the relationship well. When a past client reaches out, being able to immediately reference their history, preferences, and past work creates confidence. Fumbling for context signals disorganization.
Client management turns relationships into documented assets. History is preserved, context is instant, and returning clients receive the smooth experience that maintains their loyalty.
Client management features accountants need
The essential client management features for accountants organize relationship information while connecting to the tools used for actual client work.
Core client management features
- Client profiles: Store contact information, company details, preferences, and notes. Quick access to who each client is
- Work history: See all past client projects (tax prep, audits, bookkeeping). Past work informs future proposals
- Document organization: Proposals, contracts, invoices attached to client records. Find anything fast
- Communication history: Messages and notes linked to clients. Searchable record of all interactions
- Search and filtering: Find clients by name, project, tag, or any attribute. Instant access to relevant records
- Contact import: Bring existing contacts from spreadsheets or other tools. Start with current relationships
Accountant-specific features
- Brand asset storage: Keep client logos, brand guides, and assets attached to their records
- Payment history: See complete billing history: invoices sent, payments received, outstanding amounts
- Relationship timeline: Visual history of all touchpoints over time
- Margin tracking: Revenue versus time invested per client. Identify best and worst relationships
Platform features that multiply value
- Client portals: Give clients branded access to their projects, documents, and invoices
- Project integration: Projects create from client records. All work linked to relationships
- Proposal/invoice connection: Documents generate from client records with details pre-filled
- Team access: Everyone sees the same client information. No knowledge silos
The deciding factor is integration depth. Client management that connects with client projects, proposals, and invoicing provides complete relationship visibility instead of fragmented information.
Client management software pricing for accountants
Client management software for you typically costs $20-50 per month for dedicated tools, with the actual cost depending on features and whether you need additional tools for project tracking and invoicing.
What you typically pay for stacked tools
You piece together multiple subscriptions:
- Client management: management software ($29-79/month), Client-focused software ($28-48/month), Freelance business suites ($17-52/month)
- Project management: General project management software ($10.99-24.99/user), a project app.com ($12-24/user)
- Invoicing: Standard billing software ($17-55/month), accounting software ($30-90/month)
- Proposals: Standalone proposal tools ($19-49/month), Proposal software ($19-29/month)
Combined, this stack costs $75-200/month with client records fragmented across tools.
Plutio pricing (February 2026)
- Core: $19/month - Complete client management with project tracking, proposals, contracts, invoicing, and client portals included
- Pro: $49/month - Unlimited clients, 30 team contributors, advanced permissions, priority support
Your ROI calculation
If better client management helps you maintain just one additional repeat client relationship per year:
- Tool cost: $19/month x 12 = $228/year
- Repeat client value: One additional $3,000+ project from maintained relationships
- Additional value: Time saved on context searching, better pricing from historical data
Client management pays for itself by maintaining relationships that would otherwise lapse. Every repeat client you keep because you remembered their context represents revenue that scattered tools would have lost.
Why Plutio is the best client management software for accountants
Plutio handles client management as part of a complete platform where projects, proposals, and invoicing work together rather than as separate tools.
One client view, complete history
Open any client record and see everything: their projects, proposals sent, contracts signed, time tracked, invoices paid, and messages exchanged. When they call asking about past work, the answer is right there. When you prepare a new proposal, their history informs your pricing.
Projects connect to relationships
Every project links to a client. The project-client connection is automatic, not something you manually maintain. You can see what you're making versus what it costs across all projects for each client. Relationship value is visible at a glance.
Documents live with clients
Proposals, contracts, and invoices attach to client records. When you need to reference what was agreed two years ago, the document is there. No hunting through email or separate file storage.
Client portals for self-service
Give clients branded access to their own portal. They check project status, download invoices, and send messages without bothering you. Self-service access improves their experience while reducing your admin load.
Relationship visibility
See which clients generate the most revenue, which consume the most time, and which represent the best return on your effort. Revenue visibility informs which relationships to cultivate and which to deprioritize.
Unified inbox for client communication
When a client messages about a project, responds to a proposal, requests a revision, or asks about billing... it shows up in one inbox. Replies go directly without opening email. Conversation history stays attached to that client's record, so months later all context is there. No more digging through email threads trying to remember what was discussed.
No-code automations for client workflows
Rules trigger actions without manual work. Common automations: reminders send before tax deadlines, notifications arrive when prospects view proposals, follow-up tasks create after document submissions, and overdue invoice reminders send automatically. Set up once during initial configuration... runs continuously without attention.
Multi-entity client tracking
Many accounting clients operate multiple entities. Track which entities belong to each client, maintain separate project histories per entity, and keep documentation organized by entity structure. When a client calls about their LLC versus their S-corp, context is immediately clear.
Multi-year project continuity
Accounting relationships span years. Tax clients return annually, bookkeeping runs monthly, audits repeat quarterly. Past year's work informs current year's scope... and complete project history stays accessible on client records without manual archiving.
Compliance document storage
Keep signed client letters, disclosure agreements, and compliance documents attached to client records. When questions arise months or years later, documentation is right there. No hunting through email or separate file storage for what was agreed.
Every client interaction flows into one organized record. Projects, documents, messages, and payments all connected. Nothing is ever lost, and context is always instant.
How to set up client management in Plutio
Setting up client management in Plutio takes 1-3 hours depending on how many existing clients you import, with basic functionality ready immediately.
Step 1: Import existing clients (30-60 minutes)
Export contacts from your current tool and import into Plutio. Map fields (name, email, company, phone) during import. Alternatively, add clients manually as you begin new work with each.
Step 2: Set up client fields (15 minutes)
Configure what information you track per client:
- Basic info: Name, email, phone, company, address
- Categorization: Tags for client type, industry, status
- Custom fields: Any additional data relevant to your practice
Step 3: Create client record workflow
Decide when client records get created:
- Lead inquiry: Create when prospects reach out
- Signed contract: Create only when they become paying clients
- Automatic: Let forms and scheduling create records automatically
Step 4: Connect to existing work
If you have active projects, connect them to their client records. New projects will connect automatically. Historical linking may take some initial effort but creates valuable relationship visibility.
Step 5: Configure client portals
Set up branded client portal access. Decide what clients can see and do: view projects, download documents, send messages. supports portal access per client as appropriate.
Start by importing your most active clients. Add historical clients as you encounter them. Perfect data isn't necessary immediately; build complete records over time through normal work.
Client management templates for accountants
Standardizing how you organize client information keeps consistent data quality and makes relationship analysis possible across your client base.
Client record structure
- Company info: Company name, industry, size, website
- Primary contact: Name, title, email, phone, timezone
- Additional contacts: Other clients and team members and their roles
- Categorization: Client type (active, past, prospect), industry, source (referral, search, etc.)
- Preferences: Communication preferences, scheduling availability, brand notes
Tagging strategies
- Client status: Active, Past, Prospect, Dormant
- Project type: Tax Prep, Audits, Bookkeeping, Payroll (for clients you've done this work for)
- Relationship quality: VIP, Standard, Challenging (optional but useful)
- Source: Referral, Search, Social, Cold Outreach
Document organization
Keep consistent folders per client:
- Proposals: All proposals sent
- Contracts: Signed agreements
- Invoices: Billing history
- Brand assets: Logos, guidelines, key files
- Communication: Important email threads, meeting notes
Consistent organization makes data useful. When every client has the same structure, you can filter, sort, and analyze across your entire base rather than hunting through inconsistent records.
Client portals for relationship management
A client portal gives your clients a branded location to access their projects, documents, and communication without emailing you for every request.
What clients see in their portal
Each client sees only their own information: active projects with status, proposals and contracts, invoices and payment history, shared documents, and communication with your team. The view is personalized to their specific relationship.
Self-service benefits
When clients can access their own information, routine requests disappear:
- "Where are we on the project?" - Check portal status
- "Can you resend that invoice?" - Download from portal
- "What did we agree about revisions?" - Contract is accessible
- "I need the logo file again" - Brand assets available
Each self-service action saves you an email, a search, and a response. Multiplied across clients, this time adds up significantly.
Professional presentation
The portal displays your brand: your domain, your logo, your colors (the theme builder makes branding easy). Clients experience your accounting practice directly. Consistent branding across touchpoints across all touchpoints reinforces the premium service perception that accounting practices cultivate.
Relationship extension
The portal isn't just a tool; it's a relationship touchpoint. Clients who engage with their portal stay more connected to your practice. They see project activity, notice when work is happening, and feel partnership rather than just transactional exchange.
Portals transform client relationships from reactive email exchanges to proactive self-service partnerships. Clients get immediate access, and you reclaim hours previously spent on routine information requests.
How to migrate client management to Plutio
Migrating client management involves importing contact records and establishing new workflows. Full transition typically takes 2-4 weeks of parallel running with old tools.
Step 1: Export from current tools
Gather client data from wherever it currently lives:
- Contact apps: Export from Google Contacts, Apple Contacts, or phone
- Spreadsheets: Export any tracking spreadsheets as CSV
- Other tools: Export from management software, Client-focused software, or other platforms
Step 2: Clean and merge duplicate records
Before import, clean your data: remove duplicates, update outdated information, standardize formats. Migration is an opportunity to improve data quality.
Step 3: Import into Plutio (30-60 minutes)
Map fields from your export to Plutio fields. Import in batches if needed. Verify imported records look correct.
Step 4: Run parallel for new work
Update both old and new tools for 2-4 weeks if needed. The handoff keeps nothing falls through during transition. New clients go directly into Plutio.
Step 5: Cut over completely
Once comfortable, stop updating old tools. Keep read-only access for historical reference. Move all active work to Plutio.
Common migration considerations
- Historical projects: Decide whether to recreate old projects or start fresh with current work
- Document migration: Move key documents manually; complete archives can stay in old tools
- Team transition: keeps everyone switches together to avoid fragmented data
Focus migration effort on active relationships. Historical clients can be added as they return. Perfect historical data isn't necessary for the tool to provide immediate value.
